Statement of Policy and Procedures | Code of Conduct

INTRODUCTION

The National Student Network commits to encouraging a safe, supportive and productive environment. This can only happen if all involved parties cooperate and agree to suitable standards of conduct. The following are policies and procedures are those in which the National Student Network deems of high value. Any registered volunteer as defined by the Terms of Agreement and Services must agree to Policy and Procedures Code of Conduct statement prior to assuming their position and/or accepting any contracted terms/agreements associated with their position in the National Student Network. Note that an addendum to the Statement of Policy and Procedures | Code of Conduct may be provided to members with specified positions within the National Student Network team.

The purpose of this Statement of Policy and Procedure Code of Conduct is to provide guidelines, which may be changed from time to time, to promote understanding of what is considered acceptable and unacceptable conduct and behaviour; and to encourage consistency throughout the organization. This Code clarifies the National Student Network expectations of its volunteers, and re-affirms our commitment as an organization to caring for our members and accomplishing our mission and mandate. It provides a guide for consistent behaviour in delivering of services. This Code is a formal statement of the policies and principles of conduct the National Student Network organization will abide by.

It is your responsibility to read this document before assuming your position and/or accepting contracted terms/agreements. Any registered volunteers, as defined by the National Student Network Terms of Agreement and Services, who are in violation of the following Policy and Procedures Code of Conduct will be subject to disciplinary action which may include reprimand, warning, suspension or dismissal.

1. POLICY

1.01. Volunteers must perform their duties in a manner that maintains and enhances public confidence and trust in the integrity, objectivity and impartiality of the National Student Network.

1.02. Volunteers are expected to govern their conduct and behaviour in a manner consistent with the guidelines set out herein.

1.03. The National Student Network is committed to maintaining a work environment that is free of discrimination and illegal activities as marked by law. A breach of this policy will result in discipline up to and including discharge.

2. SCOPE

2.01 This Statement of Policy and Procedure applies to all volunteers: National Team, Regional Chairs, Regional Coordinators, National Young Leaders.

2.02. All volunteers are expected to be aware of, and comply with, this Code of Conduct and its related policies.

3. RESPONSIBILITY

3.01 Every volunteer is responsible for observing rules of conduct that are normally accepted as standard in a professional enterprise.

3.02 Volunteers must follow the highest standards of ethical behaviour in the course of their work to ensure that public confidence and trust is maintained. The National Student Network and all its volunteers must be above suspicion and beyond reproach, and must be perceived in this manner.

3.03 We all share the obligation to ensure a professional, respectful work environment.

4. PROCEDURE

We must not take unfair advantage of anyone through manipulation, concealment, abuse of privileged information, misrepresentation of facts, or any other unfair dealing or unethical activity.

4.01 Appropriate Conduct and Behaviour includes but is not limited to:

  • Adherence to published policies, practices and procedures;
  • Competent performance of all job duties assigned;
  • Prompt and regular attendance for all meetings and response to correspondence;
  • Courtesy to and respect for co-workers, members, partner, or any other person who deals with the National Student Network in the conduct of its organization;
  • To hold in confidence any information obtained regarding internal operations of the National Student Network and about a member, partner, volunteer in the performance of their duties consistent with the requirements of the workplace and legislation.
  • To NOT engage in, or condone behaviour which causes unnecessary mental, physical distress or loss of dignity, privacy or autonomy to members, partners, volunteers;
  • To have responsibility to promote and safeguard the well-being and safety of National Student Network members, volunteers, and fellow volunteers at all times by ensuring that no act or omission on their part places them at risk or in harm’s way.

4.02 Unacceptable Conduct and Behaviour includes but is not limited to:

  • Willful violation of safety policy and procedures;
  • Use of the National Student Network services in all its entirety for personal means
  • Performing any duties for the National Student Network with possession, consumption or use of alcoholic beverages or illegal substances, this includes but not limited to any duties involving those outlined by volunteers contracted terms. This includes but not limited to mentorship, conference calls, interviews, meetings;
  • Harassing, threatening, intimidating, coercing any person at any time online and/or offline;
  • Using obscene, abusive language in any form by any means;
  • Perceived inappropriate comments directed at an individual related to the person’s sex, sexual orientation, racial background, religion, or physical ability;
  • Spreading malicious gossip or rumours;
  • Indecency;
  • Fighting verbal and/or physical online and/or offline;
  • Poor or careless work;
  • Theft and/or falsification of organization’s records;
  • Accepting gifts, favours or gratuities from other organizations, agents, volunteers, or other individuals who may or do conduct business/partnerships with the National Student Network with a dollar value. This excludes acceptance of donations for fundraising efforts;
  • Threat of/or actual physical contact of any kind offline when there is a perception of physical violence. For example: Violent grabbing, pushing, or shoving and throwing of instruments, materials or equipment of any kind;
  • Sexual harassment of any kind online and/or offline. Types of conduct which may constitute sexual harassment include but are not limited to: Sexual remarks or jokes causing embarrassment or offence after the person making the joke has been informed that they are embarrassing or offensive or that are by their nature reasonably known to be embarrassing or offensive. Sexual solicitation or advance made by a person in a position to confer, grant, or deny a benefit or advancement where the person making the solicitation or advance knows or ought reasonably to know it is unwelcome. Sexually degrading words used to describe a person. Sexually suggestive or obscene comments or gestures. Leering, touching, advances, propositions or requests for sexual favours. Derogatory or degrading remarks, verbal abuse, or threats directed towards members of one gender or regarding one’s sexual orientation. Inquiries or comments about a person’s sex life, sexual prowess, or sexual deficiencies. The display of sexually suggestive material online or offline. Persistent unwanted contact or attention after the end of a consensual relationship. Comments which draw attention to a person’s gender and have the effect of undermining the person’s role in a professional environment. Comments regarding a person’s physical appearance or attractiveness.

Unacceptable conduct will result in disciplinary action up to and including termination without notice. If necessary, the National Student Network has the right to take legal action. If we suspect an actual or potential breach of this Code – whether it be a conflict of interest, a breach of applicable law, regulations, rules or what appears to be unethical, fraudulent or other illegal behaviour on the part of a colleague, members, partners, and the organizations as a whole the National Student Network has the right to take legal action and notifying necessary persons to appropriately solve the situation pending.

The following list of possible actions upon breach of the Code. The action taken should be entirely up to the concerned party or parties. Possible action includes:

  • Reporting breaches of the Code on a confidential, anonymous basis. If you wish to report a potential or actual breach of this Code on a confidential, anonymous basis you should promptly submit a written report to the National Student Network National Team.
  • If you are unsure of the best way to proceed on reporting or making complaints relating to potential or actual breaches of this Code, you must immediately consult any one of the appropriate persons on the National Team.
  • The designated person who received the complaint will speak to the individual(s) deemed responsible, directly identifying the problem, and seeking to resolve the concern.
  • The designated person who received the complaint will speak to the appropriate supervisor for the individual or individuals about whom the complaint is being made;
  • If further action is required, a meeting will be set up with the parties concerned and with the designated person in charge of applying, mediating and issuing orders or dispute resolution related to the code of conduct policy. Results of this meeting are to be held confidential by all parties with reports going only to those individuals acceptable to both parties.
  • That designated person must establish a formal enquiry to validate the complaint and advise the National Team in regard to an appropriate reaction. The nature of such an enquiry process will be at the discretion of the National Team.
  • Before any action is taken, individuals will be advised that vexatious or frivolous accusations of abusive behaviour constitute another form of inappropriate interaction. Persons found to be engaging in this will be dealt with at the discretion of the National Team or whoever is in authority.
  • When, in the opinion of the designated person and National Team or whoever is in authority a sufficient body of complaint has been built up to warrant it, he/she shall consult with the appropriate authority relating to the group or source of the problem in regard to establishing some form of educational experience aimed at heightening awareness of the issues in the group or unit as a whole without creating an atmosphere of accusation or defensiveness and to stop such behaviour subject in the complaint. Failure of this process, (i.e., continuing complaints) shall be brought to the attention of the one in authority immediately for action.
  • Need for further action or more stringent measures will be assessed and applied immediately or as soon as possible, taking into account the seriousness of the violation as well as any failure to cooperate in any investigation in relation to any violation. Disciplinary action can include, but is not limited to, counseling, an impact on the applicable individual’s record or remuneration, suspension or termination of contract, pursuit of any and all remedies available to the organization for any damages or harm resulting to it from a violation (including injunctive relief), and referral to the appropriate legal or regulatory body. Generally, any volunteer who seriously breaches the National Student Network policy will be dismissed. Where applicable, the organization will refer the matter to appropriate authorities.